Resident Organization

______HOUSING AUTHORITY

RESIDENT ORGANIZATION

BY-LAWS

ORGANIZATION PURPOSE

The Resident Organization will be a social/service organization.

As a social organization, the resident organization intends to plan and hold parties for children, serve as greeters to welcome new residents, plan events for children and establish a community newsletter announcing special events and birthdays, etc.

As a service organization, the resident organization intends to hold fund-raising projects that will provide money for resident events, resident crises and other monetary concerns of the organization.

NAME

The name of this non profit organization is the ______Housing Authority Resident Organization.

OFFICERS

The residents will elect a President, Vice President, Secretary, Treasurer and Financial Secretary. Prior written notice of at least (10) days will be given before the election of new officers.

Section 1: President

It will be the duty of the President to preside over all meetings, to appoint certain committees or officers not otherwise provided for. The President has primary responsibility for making sure that all members have the right to be heard. It will be the duty of the President to oversee all activities of the organization. The President will be an ex-officio member of all committees, except the Nominating Committee.

Section 2: Vice-President

It will be the duty of the Vice-President to preside in the absence of the President and perform all duties of that office. The Vice-President will act as assistant to the President and keep an officer file.

Section 3: Secretary

It will be the duty of the Secretary to keep records of all the meetings. It shall be their duty to make all notes available to residents who were absent from particular meetings, keep a record of attendance, record all votes. It will be their duty to notify residents of the time and place of all meetings and keep an officer file.

Section 4: Treasurer

It will be the duty of the Treasurer to collect monies received by the organization, make a written account of, and deposit all funds of the Resident Organization in the bank in the name of the Resident Organization. It will also be their duty to make disbursements and keep written accounts of all financial transactions and to work with the organization auditor. The Treasurer must be present at all functions where monies are being collected and should keep an officer file.

Section 5: Financial Secretary

It will be the duty of the Financial Secretary to collect and keep records of all monies received, report these monies to the treasurer, and supply the President with information of monies collected. The Financial Secretary is required to be in attendance when money is being collected and should keep an officer file.

APPOINTED OFFICERS

The Executive Committee may authorize such officers and will exercise such duties customarily pertaining to such office unless otherwise specified.

1) Historian:

It will be the duty of the Historian to attend all Resident Organization activities and to compile a narrative. Narrative will be complied in the form of a scrapbook which becomes a permanent part of the Resident Organization.

2) Youth Coordinator:

It will be the duty of the Youth Coordinator to implement and coordinate activities for our youth. It will be the duty of the Youth Coordinator to provide the youth with at least one activity per month. Proposed activities should be submitted to the Executive Committee at least 30 days prior to the event for approval. The Youth Coordinator is required to attend all planned functions. The Youth coordinator should be present at all meetings and should keep documented records of all the events.

3) Assistant Youth Coordinator:

It will be the duty of the Assistant Youth Coordinator to assist the youth Coordinator in implementing and coordinating activities for the youth. The AYC should assist the Youth Coordinator in preparing reports of the activities. The AYC should be present at all functions and attend all meetings.

EXECUTIVE COMMITTEE

The Executive Committee will be composed of elected officers, the Resident Coordinator and/or Executive Director. The Executive Committee will hear the progress reports from the Committee Chairpersons and indicate when the reports may be presented to the residents for a vote if necessary. The Executive Committee is to compile recommendations for changes to the Resident Organization By-Laws.

TERM OF OFFICE

The Resident Organization will hold elections of officers annually in ______to be installed in ______and to assume full duties at the beginning of the fiscal year. Elected officers may not hold office more than two consecutive terms.

REMOVAL OF OFFICERS

Any elected officer can be removed from office if the Executive Committee at the discretion of ______Housing Authority Administration determines that reported misconduct justifies removal. This decision will be by majority vote. Removal from office can be subject to but not limited to missing meetings without a valid excuse.

RESIGNATION OF OFFICE

Officer resignation must be given by written notice two (2) weeks prior to vacating the lease property.

FILLING VACANCIES

The Nominating Committee will make recommendation to the resident body for vacancies of elected offices occurring during the interim between regular elections. Vacancies occurring in an appointed office will be filled by the President with the approval of the Executive Committee.

COMMITTEES AND DUTIES

A Prospective Project Report should be submitted to the Executive Committee who will review and approve the report. The following Committees will be Standing Committees of the Organization:

Social Committee: Responsible for welcoming new residents, coordinating special events, and responding to resident crises such as deaths.

Fund-raising Committee: Responsible for all fund-raising activities.

Newsletter Committee: Responsible for gathering information for the newsletter. Members of this committee will be responsible for printing up the information and preparing the newsletter to be distributed. The committee should publish a newsletter on a monthly basis providing the resident with information that is educational as well as helpful.

Nominating Committee: The Nominating committee will consist of (5) members of the Resident Organization, elected by majority vote. A member of the Nominating Committee will serve for (2) consecutive terms. They must have attended meetings during the fiscal year. It should be the duty of the Nominating Committee to submit nominees for officers at the _____meeting. Other nominations must be done at the meeting when the slate of officers from the Nominating Committee is given. Any member meeting membership criteria is eligible for selection to this committee, with the exception of the President. All officers will be elected annually.

COMMITTEE MEMBERS

Committee members will be volunteers from the voting membership who meet the membership criteria of the Resident Organization.

Committee chairs will be appointed by the President with the approval of the Executive Committee.

MEETINGS

The Resident Organization will hold regular meetings once a month during the fiscal year. Meetings will be held at ______unless residents are otherwise notified.

Committee Meetings: Committees will meet whenever necessary to fulfill their duties; however, a minimum of two (2) will be held prior to any upcoming event. The President and Resident Coordinator and all members of the Committee will be notified.

MEMBERSHIP CRITERIA

Membership of the Resident Organization must meet the following criteria in order to maintain membership in the Organization:

1. Must be a current resident of the ______Housing Authority.
2. Must be age eighteen (18) or over.
3. Must not be late in payment of rent.
4. Must not have committed any Law violations or been involved in any criminal activity that may affect the Resident Organization.
5. Must not be in violation of their Lease.

The Executive Committee will review all cases of revoked Membership for extenuating circumstances.

VOTING

A quorum of the membership must be present for a vote to be ratified. A quorum will be designated 50% of the current membership. Write-in votes will be allowed and such votes must be done at the Housing Authority Office. A majority of the Executive Committee must be present for the Executive Committee votes. All votes will be based on a majority outcome.

Members who give notice to vacate can only vote up to the thirty (30) days prior to vacating.

FINANCES

A bank account with not-for-profit status will be maintained to collect all monies raised by the Organization. This account should require two members’ signatures, preferably the Treasurer and Financial Secretary.

All spending must be approved by the Executive Committee. Approval will be requested in the following manner:

The Committee/Chairperson requesting the funds, should submit a completed voucher which can be obtained from the Treasurer or Financial Secretary. Along with the voucher should be a completed Event Summary Report. Summary reports should be submitted at least thirty (30) days prior to the event to allow the Executive Committee approval time.

In emergency situations, an exception will be made at the discretion of the Executive Committee.

Once approval is final, funds will be disbursed to the appropriate individual. The person receiving the funds must obtain a receipt of all monies spent and turn in the receipts, no later than two (2) days after the event. If no receipts are turned in, the person receiving the funds will be responsible for reimbursing the Organization for monies not accounted for.

All receipts will be attached to the voucher submitted for the funds, and kept in a file at the Housing Authority Office.

The Director of the Housing Authority will be responsible for auditing financial records.

AMENDMENTS

The Organization’s By-Laws may be amended by 50% of the current membership, providing the due notice concerning amendments will have been given to the Executive Committee at least ten (10) days before the next meeting. Changes must be approved by majority vote. Recommended changes to the Organization’s By-Laws may be made as the need occurs. Such recommendations will be compiled by the Executive Committee and voted upon whenever necessary, providing due notice concerning changes has been given as stated above.